Transactions can be imported into Insolvency using the Transaction Import spreadsheet.
There are a number of import spreadsheet templates available on the system which can be viewed/accessed via the link in this article.
If you navigate using Windows, the sample transaction template is highlighted below:
If you're not sure where your Merge Template precedent files are kept, you can find this location in the Application Settings:
The functionality to import transactions can be found under the Add/Import/Export Data menu or Job menu as follows:
Each transaction should have a reference set in the column of the import spreadsheet. This groups the lines of a journal into a transaction. All lines of the spreadsheet having a reference of "001" on the same date will be grouped into one transaction. Lines on the spreadsheet with a reference of "002" will be imported as one transaction etc.
Each line on the import spreadsheet requires an Account code. The code is used to match the Import Account Match Code in the account details form. The transaction line will be imported with this account coding.
Example Account Codes:
And you can see here how the accounts have been configured with Import Match Codes that are the same as the above Account Codes.
The account details forms show the Import Account Match Code:
To import a spreadsheet:
- Select the menu Add or Import Data > Import from File > Import Transactions
- Locate the import spreadsheet
- Complete the import wizard.
The transactions will be imported as journal entries as below.
To link the transaction journal to the employee you must first ensure the Employee has a Payroll Ref code.
There are two ways to prepare an import Wages spreadsheet.
1. Lump sum Cash at Bank amount followed by the wages breakdown for each employee.
Using this method you cannot create an aba file.
This Payroll Ref code must also be recorded on the spreadsheet in the Payroll Reference column against all payroll entries relating to that employee, except the Cash at Bank line
You will see in the imported journal the transaction is coded to the employee via the Payroll Code
In my example Norman Napier Employee Ref code is B001 and Employee One is C001.
NB: When importing wages transaction make sure they are imported as a batch so they are picked up for the STP submission
2. Individual Cash at Bank Line for each employee. (Use this method if you want to create ABA files)
Using this method a CAB line is created for each employee in the cashbook. The Payroll Reference (clumn I) only needs to be entered on the CAB line of each employee. Each employee has a different reference number (column A).
Import as a new Batch so they are picked up for STP submission and an ABA file can be created.
Imported Transaction types
If the import process is able to determine that the transaction constitutes a receipt or a payment (for example, if it is allocated to an Accounts Payable), then the transaction will be imported as the appropriate type. Otherwise the transaction will be imported as a journal.
Importing payments against creditors, accounts payable and accounts receivable.
Entering a Trans ID into that column will allocate the payment to the relevant entity (Creditor, AR, AP) that the Trans ID relates to. The entity must be in the same account the transaction line is coded to. For example if there is an AP for the account Accounts Payable (Trading), the transaction line in the spreadsheet must be coded to that account code. Similarly a creditor must have a claim for the account code in the spreadsheet in order for the allocation to be performed correctly.
Below is a sample transaction to import for Account Payable (Non Trading ) payment where multiple invoices are being paid for the one counterparty.
You need to allocate each invoice payment line to the Transaction ID of the invoice. It can be found at the top of the invoice or in the Accounts Payable Register
Make sure you have the Import Account Match Code entered in the account. eg
If you choose to produce a payment requisition each invoice payment will be listed separately.
Example of importing transactions directly to Cash at Bank.